Adding lines

Lines can be added:

1 From the quotation, clic on + Line at the top right of the table.

The Line details pane opens.

2 Specify the information:
Field Description
Hierarchy

Specify the level (quotation root or title) in which the line will be added.

A help list displays the root and titles of the quotation.

By default, the path matching the selected level from the Hierarchy pane is specified.

For more information on the quotation hierarchy, see Managing the Tree structure view of a quotation.
Non-publishable Check this box if you do not want the line to be displayed in the printing of the quotation.
3 Specify the information of the Product section:
Field Description
Grouping

Specify the Grouping of the sold item if you want to filter results displayed in the Reference help list according to this grouping.

When the Reference is specified, the matching Grouping is automatically specified.
Reference

Specify the reference of the sold item.

Specify at least 3 characters in the Reference field to display the help list. The search of the grouping is launched by default with "starts with" Use the escape character '*' to start searching for issues that start with / end with / contain the specified value. The help list displays sold items that meet the following conditions:

  • If the Grouping is specified, the sold item must be part of it.
  • The validity end date must be prior to the quotation date.
  • The end date of commercialization must be prior to the quotation date.
  • The sold item must be on the company of the quotation or the ***** company.
  • If an entity is specified in the quotation details, the sold item must not have any entity specified or the entity of the quotation.

When the sold item is selected, information specified in the sold item record sheet are automatically specified on the relevant fields. If the sold item is modified, it is possible to keep information already specified or replace it with new information of the sold item.
Label and Additional label

Specify the line label and, if needed, an additional label.

These fields can be modified directly from the quotation record sheet (see Quickly modifying a field).
4 Specify information in the Price section:
Field Description
Quantity

Specify the quantity of the sold item.

By default, the default quantity set on the sold item record sheet is specified.

Important

If you modify the quantity, the Unit price of the line is automatically replaced with the default unit price.

To use mathematical formulas, specify the = character followed by the desired formula, for example =123*456+78/9. Then press Tab to calculate and specify the result.

If you modify the quantity and the Estimated duration (minutes) is specify, you can either keep the duration specified or recalculate it automatically by taking into account the new quantity.

This field can be modified directly from the quotation record sheet (see Quickly modifying a field).
Packaging unit

Displays the packaging unit of the sold item.

This field cannot be modified.

The type of packaging is displayed in the tooltip when hoovering over the field.
Unit price

Specify the unit price of the sold item.

This field cannot be modified if the Non-modifiable unit price box is checked on the sold product record sheet.

This field can be modified directly from the quotation record sheet (see Quickly modifying a field).

To use mathematical formulas, specify the = character followed by the desired formula, for example =123*456+78/9. Then press Tab to calculate and specify the result.

The unit price specified by default is determined according to the following priority rules:

  1. Customer rate with the highest threshold while inferior to the quantity;
  2. Base rate with the highest threshold while inferior to the quantity;
  3. Rate specified on the sold item record sheet.

Note

When various rates with the same threshold can be applied, the rate with the lower order number is automatically specified in the field.

Example

I have a sold item for which:

  • I have no customer rate;
  • I have created the 3 following base rates on the Pricing method of the quotation:
    • Rate A: Threshold of 5 and Rate of €500
    • Rate B: Threshold of 10 and Rate of €490
      • Rate C: Threshold of 15 and Rate of €480
  • On the sold item record sheet, I have specified a rate of €510 from the 0 quantity.

On the quotation line, I specify the sold item. The rate automatically specified depends on the quantity:

Quantity Rate automatically specified
From 0 to 4 Rate specified on the sold item record sheet: €510
From 5 to 9 Rate A: €500
From 10 to 14 Rate B: €490
15 and more Rate C: €480

Rate selection

If you want to select another base or customer rate, click on the icon to open the rate selection window.

The window displays a table that contains rates set up for the sold product of the line and the Pricing method the quotation. If one or more customer rates are set up for the customer of the quotation, base rates are not displayed and only customer rates are available.

To apply a rate, click on the icon on the desired rate line. The matching Unit price and/or Discount are then specified.

Conversion of the rate

When the rate applied is from the sold product record sheet, this rate is converted in the currency of the management object if this currency is different from the one of the company.

If the price applied is a base rate or customer rate, the conversion rules depend on the currency of the pricing method of the base rate or customer rate, on the company currency and the object currency.

Reference

For more information about conversion rules on the rate, see Rules for converting rates depending on currencies.
Discount

Specify the discount to apply to the sold item.

Check % if the discount is in percentage of the unit price or check Mt if the discount is a fixed amount.

This field can be modified directly from the quotation record sheet (see Quickly modifying a field).

To use mathematical formulas, specify the = character followed by the desired formula, for example =123*456+78/9. Then press Tab to calculate and specify the result.

The discount specified by default is determined according to the following priority rules:

  1. Discount of the base rate or customer rate if specified on the line;
  2. Discount specified on the sold item record sheet.
Pre-tax total

Displays the calculated pre-tax total of the line depending on the Quantity, Unit price and Discount specified.

This field cannot be modified.
VAT

Specify the VAT code to apply to the line.

A help list displays the VAT codes currently valid on the quotation company and the ***** company.

The default rate specified when creating a line can vary according to the quotation and line information.

Reference

For more information on the default VAT code specified, see Rules for determining VAT on lines.

When modifying the quotation, the DMF 020238 SALES QUOTATIONS MODIFY VAT MENU is required to modify the VAT code.
5 Specify information of the Billing section:
Field Description
Expected delivery

Specify the expected delivery date of the line.

If the Periodicity is different from Unique, the field cannot be manually specified and matches the first day of the month of the Start of the contract.

This date is only for informational purposes.
Expected billing

Specify the expected billing date of the line.

This date is only for informational purposes.

If the Billing method is different from Services and the Periodicity is different from Unique, the Expected billing is automatically specified:

  • If the Payment is In advance, the first day of the month of the Start of the contract is automatically specified.
  • If the Payment is In arrears, the day of the first payment is automatically specified.

Example

On the quotation line, the Periodicity is Monthly and the Start of the contract is 09/2024:

  • If the Payment is In advance, the expected billing date automatically specified is on the 09/01/2024.
  • If the Payment is In arrears, the expected billing date automatically specified is on the 09/30/2024 which is matching the first payment.

Expected billing date can also be specified manually.
Contractual delivery date

Specify the contractual delivery date of the line.

This date is only for informational purposes.

Period from and Period to

Specify the realization period of the sold item.

If the Periodicity is different from Unique, the fields cannot be manually specified. In this case the period is automatically calculated and specified:

  • The period start matches the Start of line. If not specified, the period start is the first day of the month of the Start of contract.
  • The period end matches the last day of the month after the Duration (M) of the contract.

The duration cannot be specified if the Billing method is Service and the Periodicity is different from Unique.
Billing method

Specify the billing method of the line:

  • Time based: Select this method so the line is billed to a daily or hourly price agreed in advance. This method is adapted for a service which result is not known in advance and can be modified later on (i.g. a study with a customer).
  • Fixed price: Select this method so the line is billed to a unique fixed amount. This method is adapted for a service which result is precisely known in advance (i.g. a web site redesign).
  • Recurrent: Select this method so the line is billed regularly according to an agreed recurrence. The delivery and billing are managed as part of the customer contract. This method is adapted for a subscription (i.g. a maintenance contract).
  • Service: Select this method so the line is billed according to a number of services done after the signature of the quotation. Services are declared from the Web Portal.

References

For more information on services and the related setup, refer to Managing services.

For more information on the declaration of services, see Services.

If a billing method is specified on the sold item record sheet, this method is specified by default.
Periodicity

Important

This periodicity involves the recurrence and must not be mistaken with the periodicity involving the revision prices.

Select the periodicity from the drop-down list:

  • Select Unique if the line must be billed once.
  • Select another periodicity (Monthly, Yearly etc) if the line must be billed several times.

Example

I created a quotation that contains the following lines:

  1. Equipment line:
    • Quantity: 2
    • Unit price: €50
    • Periodicity: Unique
  2. Maintenance line:
    • Quantity: 1
    • Unit price: €100
    • Periodicity: Quarterly
    • Duration (M): 12

The line 1 will be billed once at a price of €1.000 Pre-tax.

The line 1 will be billed 4 times at a price of €100 for a total of €400 Pre-tax.

If the Periodicity is different from Unique, this periodicity will be specified by default in the customer contract generated after the delivery of the order.

If a periodicity is specified on the sold item record sheet, this periodicity is specified by default.
Start of contract

The field is not displayed if the Billing method is Service or if the Periodicity is Unique.

Specify the start date of the contract according to the Periodicity and the Duration (M) specified.

This date will be specified by default in the customer contract generated after delivering the order.
Duration (M)

The field is not displayed if the Billing method is Service or if the Periodicity is Unique.

Specify the duration of the contract in months.

This duration will be specified by default in the customer contract generated after delivering the order.
Term

The field is not displayed if the Billing method is Service or if the Periodicity is Unique.

Select the term from the drop-down list:

  • In advance: Select this term is the line of the invoice must be paid by the customer before the end of the billing period, or before the billing date if the period is not specified.
  • In arrears: Select this term is the line of the invoice must be paid by the customer after the end of the billing period, or after the billing date if the period is not specified.

If the term is specified on the sold item record sheet, this term is specified by default.

This term will be specified by default in the customer contract generated after delivering the order.
Start of line

The field is not displayed if the Billing method is Service or if the Periodicity is Unique.

Specify the start date of the line of the contract. It must be the same day or after the date specified in the Start of the contract field.

This date will be specified by default in the line of the customer contract generated after delivering the order.
Tacit renewal

The field is not displayed if the Billing method is Service or if the Periodicity is Unique.

Check this box if you want the contract to be renewed automatically after the Duration (M) of the contract has passed.

This choice will be specified by default in the lines of the customer contract generated after delivering the order.
Production day

This field is only displayed if the Billing method is Service.

Specify a value between 1 and 31 matching the day of the month of the Date specified by default in the timesheet entry of the declaration of service form.

If the production day is specified on the sold item record sheet, this day is specified by default.
Billing date

This field is only displayed if the Billing method is Service.

Specify a value between 1 and 31 matching the day of the month of the Billing date specified by default in the timesheet entry of the declaration of service form.

If the billing date is specified on the sold item record sheet, this date is specified by default.
Estimated duration (minutes)

This field is only displayed if the Billing method is Service.

Specify the estimated duration of the service in minutes. This duration will be automatically specified in the Duration field in the timesheet entry of the declaration of service form.

If the estimated duration is specified on the sold item record sheet, this duration is specified by default.
Linked to down payment

This field is only displayed if the Billing method is Service.

Check this box if the sold product of the service is linked to a down payment. A retrieved down payment line is thus generated on the invoice when billing the service if a down payment has already been paid. The retrieved down payment is a deduction matching the x down payments already paid by the customer for the service.

If the Linked to down payment box is checked on the sold product record sheet, this box is also checked by default on the quotation.

Reference

For more information on services, refer to Managing the down payments.
Sales person

Select the salesperson associated to the quotation line.

The help lists display non-generic employees at the company of the quotation and present on the date of the quotation.

This information is only for informational purposes.
6 Specify the information in the Assignment section:

Important

This section is only displayed in full view.

Field Description
Project, Phase, Sub-phase and Task

Specify the assignment of the line according to the type of assignment of the quotation:

  • Si the quotation is in Single assignment, specify the Task. The Project, Phase, Sub-phase can only be specified from the management object details (see Managing header information).
  • If the quotation is in Single project and multi-phases, specify the Phase, Sub-phase and Task of the line. The Project can only be specified from the management object details (see Managing header information).
  • If the quotation is in Multi-phases, specify the Project, Phase, Sub-phase and Task of the line.

If needed, the assignment can modified for multiple lines at once (see Modifying assignment of multiple lines).

When the Entity is specified in the quotation header, the Project help list only displays projects linked to the specified Entity.

Note

If the quotation is in the Draft or Validated state, only projects/phases/sub-phases whose status code allows the Unsigned quotation object type can be specified.

If the quotation is in the Signed or Order not signed state, only projects/phases/sub-phases whose status code allows the Signed quotation and unsigned quotation processed as orders and Unsigned quotation object type can be specified.
Resource

Specify the employee associated to the quotation line.

A help list displays the employees and generic resources matching the following conditions:

  • The resource must be part of the company on the date of the quotation;
  • The resource must be in the company of the quotation or have the Multi-company assignment box checked.
Account

Specify the accounting account linked to the quotation line.

A help list displays the general accounts of the company that can be used in the sales chain.

By default, the account of the sold item is specified and take into account the situation of the quotation:

  • When the delivery site is localized in a different country from the customer, the accounting account is automatically updated with the EU country or Export accounting account specified on the relevant sold item record sheet.
  • When the quotation is internal or group, the accounting account is automatically updated with the Intern or Group accounting account specified on the relevant sold item record sheet.

Reference

For more information on general accounts, see General accounts.

For more information on sold items, see A sold product must be created..
Team

Specify from the help list the team in charge of the service.

A team must be set up beforehand (see Managing teams).

When a team is specified on the sold item record sheet (see Creating service sold products), it is retrieved on the quotation line.
7 Click on Validate and save the quotation.

The line is added to the quotation.

To open a line, click on from the Actions column of the line.

1 From the quotation, click on at the top right of the table of lines.
2 Search for sold products and add them to the cart:
  • The left side of the screen is used to add sold products to the cart from a search for sold products. To add products to the cart, use the search criteria to filter the list of results and click on from the desired lines.
  • The right side of the screen shows the list of products added to the cart. To remove a line, click on from the desired line.

Tip

The same sold product can be added multiple times to the cart in order to create multiple quotation lines for this product.

3 Click on Next.
4 Specify the information of the Line details section:
Field Description
Discount (%)

Specify the discount in percentage to apply on each cart line.
Expected delivery date

Specify the expected delivery date to apply on each cart line.

For more information, see Expected delivery..
Expected billing date

Specify the expected billing date to apply on each cart line.

For more information, see Expected billing..
Non-publishable lines Check this box if you do not want the lines of the cart to be displayed in the printed reports of the quotation.
5 Specify the information in the Assignment section:
Field Description
Project, Phase, Sub-phase and Task

Specify the Assignment to apply to the cart lines.

For more information, refer to Project, Phase, Sub-phase and Task.
Resource

Specify the employee related to the cart lines.

For more information, refer to Resource.
6 Specify information of the Billing section:
Field Description

Periodicity,

Start of contract,

Duration (M),

Payment,

Start of line,

Tacit renewal

Important

This periodicity involves the recurrence and must not be mistaken with the periodicity involving the revision prices.

Specify the periodicity and the related information that will be applied on each cart line.

For more information, refer to Periodicity.
Apply recurrence to all cart lines

The field is not displayed if the Periodicity is Unique.

Check the Apply recurrence to all cart lines box if you want the recurrence information of the cart to be applied on all cart lines.

Note

For the lines with the Service type, only the Periodicity will be carried.

Leave the Apply recurrence to all cart lines box unchecked if you want recurrence information from the cart to be applied only to cart lines that correspond to recurring products. Recurring products are products whose periodicity is not set to Unique in their record sheet (Desktop Application > Management > Sales > Sold items).
7 From the table, modify cart lines if needed:
  • To modify the Quantity and the Pre-tax unit price of a line, double-click on the relevant field then specify the new value and click on . The Pre-tax unit price cannot be modified if the Non-modifiable unit price box is checked on the sold product record sheet.
  • To remove a line, click on from the desired line.
8 Click on Validate and save the quotation.

The lines are added to the quotation.

Lines can be duplicated separately or all at once.

1 From the quotation, click on the icon of the line to duplicate.

The form of the line opens.

2 Modify if needed the information of the new line.
3 Validate the line and save the quotation.

The line is duplicated.

1 From the quotation, check one or several lines to duplicate.
2 Click on the icon at the top right of the lines then click on Duplicate selected lines.
3 Specify the No. of duplications to make.
4 Select the duplication type:
  • Select Identically if you want to duplicate lines while keeping the same expected delivery dates, expected billing dates, contractual delivery dates and periods.
  • Select By period if you want to duplicate lines while applying a periodicity on expected delivery dates, expected billing dates, contractual delivery dates and periods. Then specify the No. of duplications to do and the desired Period. This feature is useful for imitating recurring lines when there is no customer contract.

Example

I want to sell 6 days of support, one day per month for 6 months. There is no customer contract so I do not want to use a recurring periodicity on the corresponding line.

Instead, I create the following line:

  • Quantity: 1;
  • Periodicity: Unique.

Then I duplicate this line while specifying the following information in the duplication window:

  • No. of duplications: 5 (I do not specify 6 because the existing line will be kept);
  • Period: Month.
5 Click on Validate and save the quotation.

The selected lines are duplicated.